REQUEST FOR PROPOSALS

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1 Posted: July 17, 2012 REQUEST FOR PROPOSALS REPLACEMENT OF PHONE SYSTEM To the Bidder: The Southwest Washington Workforce Development Council (hereafter SWWDC) requests proposals for a qualified contractor to provide and fully install a new phone system for the office suite located at 805 Broadway, Suite 412 in Vancouver, WA. The new phone system will support three non-profit organizations: SWWDC, provider of a full range of workforce development programs and services to Clark, Cowlitz, and Wahkiakum Counties; the Columbia River Economic Development Council (hereafter CREDC), provider of economic development services to businesses in the greater Clark County region; and nconnect, provider of science, technology, engineering, and math (STEM) mentoring and internship opportunities for youth in Clark and Cowlitz Counties. Proposals must be received no later than 2:00 p.m. on Tuesday, July 24 th. Hand-deliver or mail to: Southwest Washington Workforce Development Council Attention: Susan Pagel, Office Manager 805 Broadway, Suite 412 Vancouver, WA The scope of work is as follows: 1. SUPPLY AND FULLY INSTALL NEW PHONE SYSTEM HARDWARE WITH THE FOLLOWING FUNCTIONALITY FEATURES MINIMUM SYSTEM FEATURES AS FOLLOWS: NATIVE SIP TRUNK CAPABILITY o Support for SIP Trunk Proxy integration to SIP Trunk providers without the need for additional IAD equipment ANALOG PHONE SUPPORT o System must be capable of supporting IP and analog phones OUTGOING CALLER ID SUPPORT (NAME & NUMBER) o Caller ID Name: The ability to send Caller ID name externally to carrier over SIP trunks o Caller ID Number: The ability to send Caller ID number externally to carrier over SIP trunks Page 1 of 9

2 INCOMING CALLER ID SUPPORT (NAME NUMBER) o Caller ID Name: The ability to receive and present CLID (Caller ID) name and number from the carrier simultaneously on the handset s display DAY/NIGHT MODE o Different routes are followed when the system is in Day mode vs. Night mode o The system will be required to support two modes of Day and Night mode operation: manual or automatic o Automatic Day/Night Mode: The ability for the system to automatically place the system into Day or Night mode based on a schedule for Opened and Closed hours of operation IP PRECEDENCE (L2P RFC791) SUPPORT o Support for 802.1q (VLANs) with IP Precedence (levels 1-7) for prioritizing packets on the LAN DIFFSERV (DSCP RFC 2474) SUPPORT o Support for Differentiated Services Code Point for prioritizing routed packets 2 PRESENCE o The ability to select specific presence statuses (in office, at a meeting, on vacation, etc.) from the user s handset, via a web page, and or via a mobile application o In each presence status, if a caller is routed to voic , the caller would be offered a different greeting based on the presence status that a user has enabled PRESENCE WITH SPECIFIC CALL ROUTES DEFINED PER PRESENCE SETTING o The ability to program different call routes to both internal or external numbers based on which presence status the user has enabled o The ability to manually (or by defined program) forward calls to external numbers as well as to any and all internal DIDs o *Presence call routes should be able to support multiple simultaneous connection attempts to internal or external numbers FLEXIBLE NUMBERING PLAN SUPPORT o Support for flexible number plan to accommodate the current extension number plans for SWWDC, CREDC, and nconnect. AUTOMATIC SYSTEM BACKUPS o Support for automatic system backups to a computer or shared storage drive WEB BASED ADMINISTRATION o Support for complete system administration via a web GUI interface Page 2 of 9

3 CONFERENCE CALLING o System must be capable of allowing up to four different callers to be teleconferenced simultaneously through one phone/handset, with all callers able to hear each other clearly. SUPPORT FOR 30 PORTS OF VOIC o Support for up to 30 voic ports of concurrent voic access for internal and/or external callers with ability to add an additional 10 voic ports as needed to accommodate staff and departmental growth. System must allow for a minimum of 100 hours of voic recordings. o Voic system must be fully and easily accessible both internally and externally by staff from any location via phone, web page, or mobile application ARS (AUTOMATIC ROUTE SELECTION) CALLING RESTRICTIONS o The ability to block certain extensions from dialing long distance and/or international calls CALL ROUTING BY SCHEDULES o The ability to route calls for departments, companies, and specific extensions on the system based on the pre-defined schedules o The ability for each organization (CREDC, SWWDC, and nconnect) to maintain their own primary published DID number and general voic box or receptionist greeting with the option for routing these primary lines to a variety of single response points for personalized answering as needed or desired. PREFERRED SYSTEM FEATURES AS FOLLOWS: ZONE PAGING o The ability to page groups of phones via the handset s internal speaker. The system should support up to nine (9) paging zones with an all-call zone that would include output to an external/overhead paging zone. SCHEDULED SYSTEM UPGRADES o Support for scheduled system software upgrades. The ability to schedule a software upgrade to the base (OS) operating in advance by choosing the date and time via the system programming interface. CALL PARK o Support for Call Park Orbits, used to place a call on system-wide hold via specially designated extension numbers that can be picked up by any other handset in the system o Support for Call Park and Call Park Retrieval Function Keys used to place and pick up calls from park orbits Page 3 of 9

4 CUSTOM GREETINGS FOR AUTO ATTENDANT AND PERSONAL MAILBOXES o Support the ability to load cust ded.wav auto attendant or mailbox greetings via the system programming interface or.ftp 3om pre-recor SMPT SUPPORT (SYSTEM) o Support for SMTP voic -to- delivery via client or SMTP Smart Host integration SMS NOTIFICATION o Support for SMS notification to cell phone or smart device when a message is received by a user or department mailbox SMS NOTIFICATION ESCALATION SUPPORT o Support for up to four (4) escalation contacts for SMS notification with the ability to program alternating or staged intervals between each SMS notification DEPARTMENT/GROUP MESSAGE WAITING INDICATOR KEYS o Support for Department or General Voice Mailbox Message Waiting function keys, in addition to the user s personal voice mailbox key EMERGENCY ALERTS o The ability to give an audible and visual alert to multiple extensions when 911 is called, showing the phone s name and extension number placing the call TAPI DIALING SUPPORT o Support for TAPI dialing from Microsoft Outlook 2003, 2007, 2010 clients CALLER ID BASED ROUTING o Support for a pre-programmed separate call route that is dependent on the Caller ID of an incoming call (user extension) HOT DESK CAPABILITY o Support for Hot Desking: The ability of a system user to log onto any VoIP handset, temporarily making that user the owner of that phone. When Hot Desking the user s COR (Class of Restriction), MWI (Message Waiting Indicator), Extension routing, and Name should be present. MAXIMUM HOT DESK LOGIN TIME o Maximum Hot Desk Login Time: The ability to specify the maximum amount of time a user will be Hot Desked into a phone prior to being automatically logged out Page 4 of 9

5 2. PROVIDE 28 NEW IP PHONES AND TWO (2) NEW MAIN RECEPTION PHONE CONSOLES WITH THE FOLLOWING FEATURES: MINIMUM PHONE/CONSOLE FEATURES AS FOLLOWS: LCD screen with a minimum six (6) lines of display 24 programmable keys for call features and functions LLDP Support IP Precedent support for QOS Full Duplex support for hand set and speaker Manual day/night mode button on console Second 24-button main reception console for each reception phone Built-in 10/100 switch Support for POE Backlit LCD display Multi-position adjustable stand Support for call logs Multi-color indicators 3. PROVIDE AND INSTALL THE FOLLOWING SWITCHES FOR USE WITH THE PHONE SYSTEM: Two Netgear FS728TP 24-port managed POE switches or equivalent UPS Network equipment pricing must be listed separately 4. PROVIDE INSTALLATION LABOR FOR PHONE SYSTEM Full set-up, initialization, and testing of installed phone system and its associated components to ensure proper functionality Complete removal and appropriate disposal or recycling of all existing phone system equipment, including all handsets, consoles, CPUs, and associated components Installation must include a guarantee that any and all adjustments to the system within the first 90 days following installation completion will be at no charge to SWWDC, CREDC, or nconnect Labor pricing must be listed separately 5. PROVIDE LICENSES AND SOFTWARE FOR SUPPLIED ITEMS Contractor must provide and install all required licenses and software for supplied equipment Contractor must also provide pricing for any software assurance program options and/or license renewals covering the five years after installation License and software pricing must be listed separately 6. CALL ACCOUNTING Contractor must provide and install a solution for basic call accounting for up to 30 extensions Page 5 of 9

6 Call accounting can be integrated into the phone system or a separate service /software. Preferred call accounting features include: o Detailed reports for each extension and assigned department o Real time data reports o Archiving of call records as historical data for trend analysis o Customizable usage alerts o Ease of post-installation administration Solution for basic call accounting must be listed separately 7. WARRANTY Contractor must provide a five-year warranty on all telephone equipment provided in the bid Warranty pricing must be listed separately 8. TRAINING Contractor must provide SWWDC personnel with a minimum of four (4) hours of on-site, in-person training on the installed systems and administration software to ensure staff proficiency. If the contractor expects additional training time to be required for staff proficiency, those costs must be included within the bid. Contractor must make available on-demand, web-based video training Page 6 of 9

7 PROPOSAL SUBMISSION INSTRUCTIONS 1. SUBMITTAL DEADLINE: Tuesday, July 24, 2012 by 2:00 p.m. Submit your proposal in triplicate hard copy format with original signature(s) on or before the 2:00 p.m. deadline on July 24, 2012, to SWWDC via USPS, Fed Ex, UPS, or hand delivery (including messenger service) at the following postal address: Southwest Washington Workforce Development Council ATTN: Susan Pagel, Office Manager 805 Broadway, Suite 412 Vancouver, WA It is the proposer s responsibility to make sure that proposals are received by the deadline. Proposals received after the deadline will not be considered. Bidders may confirm that the proposal was successfully received by contacting the Office Manager via at Bidders should allow normal mail delivery time to ensure timely receipt by SWWDC. Bidders assume the risk for the method of delivery chosen. SWWDC assumes no responsibility for delays caused by delivery. 2. PROPOSAL CONTENTS: Proposals must include the following items: A. Detailed list of the proposed phone system s features, particularly with regard to and in comparison with the minimum and preferred features of the phone system and the handsets and/or receptionist consoles. Please clearly indicate where the proposed phone system and/or handsets and receptionist console phones differ from the minimum and preferred features requested by SWWDC, and discuss the reason for such variations and how the variance may or may not affect the performance of the phone system in the manner requested by SWWDC. B. A proposed timeline for installing the complete phone system and training the staff on its use, with special emphasis detailing how the Bidder proposes to minimize business down time for SWWDC, CREDC, and nconnect during the installation and programming of the new phone system. SWWDC assumes that installation will occur during normal business hours of Monday through Friday between 8:00 a.m. and 5:00 p.m. PST. C. A one-page narrative detailing company qualifications and experience on installation and service of comparable systems D. Staff qualifications E. Names, addresses, and telephone numbers of three business references F. Costs or fees for items deemed necessary by the Bidder but beyond the scope of work provided by SWWDC G. Costs and fees associated with servicing the phone system after the first 90 days following installation; include information as to the ability of technical, programming, and/or repair services to be performed remotely versus on-site and how this will be reflected in fees charged for service and support of the phone system H. Fully-executed Authorized Signature(s) as per Page 9 of the Request for Proposals I. Itemized price breakdown as per the following description: Page 7 of 9

8 ITEMIZED PRICING BREAKDOWN: Description: Price ($): Cost of Phone System Equipment $ Installation Labor $ Software/Licenses $ Training/Warranties $ Total Cost $ Sales Tax (8.4%) $ Total Proposal $ 3. INSURANCE: The awarded Contractor shall provide evidence of insurance as described herein. This includes Workers Compensation, Liability, and Property Damage Insurance. SWWDC shall be named as an Additional Insured on each policy. 4. ACCEPTANCE OR REJECTION OF PROPOSALS: SWWDC reserves the right to reject any or all proposals, waive informalities, and make the award in the best interest of SWWDC. Questions pertaining to this RFP can be obtained by contacting Susan Pagel via only at Questions will be answered in a timely fashion, and both the question and the answer will be provided to all Bidders via posting on the website at Bidders are responsible for checking the SWWDC website for updates to the RFP process and for obtaining answers to posted questions. 5. ALTERATION OR WITHDRWAL OF BID: A bid already submitted to SWWDC may be changed in writing, if the notice of change is received before the bid submittal deadline. Such changes need to be signed by an individual authorized to submit bids on behalf of the company. Bidders may withdraw bids before the bid submittal deadline of 2:00 p.m. on Tuesday, July 24, No bidder may withdraw its bid after the bid submittal deadline has passed. 6. TIMELINES AND SCHEDULES FOR PHONE SYSTEM REPLACEMENT: While not guaranteed by SWWDC, these are estimates only and are provided for the convenience of the bidders. SWWDC publishes the RFP: Tuesday, July 17, 2012 Last day on which questions (via only) may be submitted regarding the RFP: Thursday, July 19 th by 4:00 p.m. Bid Due Date: Tuesday, July 24 th by 2:00 P.M. SWWDC Award: On or before Friday, August 10, 2012 Installation, programming, training completed no later than Friday, August 31, 2012 Page 8 of 9

9 7. AUTHORIZED SIGNATURE(S): As the authorized signatory official for I hereby certify: (Submitting Organization) That the contents of the application are truthful and accurate and the above-named proposer agrees that this application represents a firm request subject only to mutually agreeable negotiations; and that the above named proposer is in agreement that the SWWDC reserves the right to accept or reject any proposal for funding; and that the above-named proposer waives any right to claims against the members and staff of the Southwest Washington Workforce Development Council (SWWDC). (Signature of Authorized Representative) (Title) Page 9 of 9

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